Accounts Receivable Specialist
Department: Finance & Accounting | Reports To: Controller | Location: Kansas City
About GENESYS
GENESYS Systems Integrator is a full-service engineering, manufacturing, and systems integration company specializing in custom automation and turnkey production solutions for manufacturers worldwide. Since 1997, we’ve partnered with clients to solve complex production challenges by designing, building, and installing innovative systems that improve safety, efficiency, and performance. With a fully in-house team of engineers, designers, and skilled trades supported by a 200,000 sq. ft. manufacturing facility, we deliver complete solutions from concept through commissioning, all with a focus on quality, accountability, and measurable ROI.
Position Overview
The Accounts Receivable Specialist is responsible for managing the Company's day-to-day accounts receivable activities, including customer billing, cash application, collections, account reconciliation, and maintenance of accurate customer records. This position works closely with project teams, customers, and other members of the Accounting Department to ensure invoices are issued accurately and timely, payments are properly applied, and outstanding receivables are actively managed.
The Accounts Receivable Specialist will also support daily cash reporting and other accounting activities while serving as the primary resource for accounts receivable transactions and customer account inquiries.
Essential Duties and Responsibilities
Key Responsibilities:
- Prepare and issue customer and project invoices accurately and timely in accordance with contract terms and Company billing practices.
- Submit invoices, supporting documentation, lien waivers, vendor invoices, and other required information through customer-specific billing and supplier portals.
- Record, verify, and apply customer payments and other accounts receivable transactions in the Company's ERP system (Foundation).
- Monitor daily bank activity and identify customer receipts for accurate and timely cash application.
- Maintain accounts receivable aging schedules and actively follow up on past-due invoices.
- Communicate professionally with customers regarding outstanding balances, payment status, invoice discrepancies, and collection matters.
- Research and resolve customer account discrepancies in coordination with project managers and other internal departments.
- Prepare and distribute customer statements and other accounts receivable correspondence.
- Perform accounts receivable reconciliations and assist in identifying potentially uncollectible balances and proposed bad-debt write-offs.
- Process payment adjustments, reversals, journal entries, zero-pay cash entries, and other transactions necessary to maintain accurate customer accounts.
- Maintain customer master data and files, including customer names, addresses, billing contacts, portal information, and other account information.
- Maintain accurate AR tracking schedules, reports, and supporting documentation.
- Assist with daily cash reporting and provide accounts receivable information used in cash-flow forecasting.
- Process remote deposits and assist with other routine banking and cash-management activities as assigned.
- Request certificates of insurance and maintain related documentation when required for customer billing.
- Assist with month-end and year-end close activities related to accounts receivable.
- Provide documentation and schedules for external audits and other financial reporting requirements.
- Identify opportunities to improve billing, collection, cash-application, and accounts receivable processes.
- Provide backup support for other Accounting Department functions as needed.
- Perform other accounting duties and special projects as assigned by the Accounting Operations Manager.
What Makes You a Great Fit
Knowledge, Skills and Abilities
- Strong understanding of accounts receivable, billing, cash application, and collection processes.
- Strong attention to detail and commitment to accuracy.
- Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Strong analytical and problem-solving skills, particularly in researching account discrepancies.
- Professional written and verbal communication skills and the ability to interact effectively with customers and internal teams.
- Ability to work independently while collaborating effectively with the Accounting Department and project teams.
- Proficiency with Microsoft Excel and accounting/ERP systems.
- Ability to learn and navigate multiple customer billing and supplier portals.
- Commitment to maintaining accurate financial records and confidential business information.
Education and Experience
- Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field preferred; equivalent relevant experience will be considered.
- Three or more years of accounts receivable, billing, collections, or related accounting experience preferred.
- Experience with project-based, construction, manufacturing, or contract billing preferred.
- Experience working with customer billing portals and supporting documentation preferred.
- Experience with Foundation or similar ERP/accounting software is a plus.
What We Offer
- Competitive salary based on experience and qualifications
- Medical (HSA/FSA options), Dental, Vision, Disability (STD/LTD), and Group Life Insurance (Voluntary Critical and Accidental Insurance)
- 401(k)
- Paid Time Off
- Support for continuing education and professional development
- Exposure to complex, large-scale projects, advanced manufacturing environments, and industry-leading engineering and skilled trades teams.
- Collaborative, innovative work environment within a growing company that values accountability, technical excellence, safety, and client success.
Equal Employment Opportunity Statement
We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, related medical conditions, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other protected status in accordance with applicable federal, state, and local laws. We celebrate diversity and are committed to fostering a workplace where everyone can thrive.
GENESYS expressly prohibits any form of workplace discrimination or harassment based on any of the aforementioned characteristics. We are dedicated to promoting a diverse and inclusive workplace, and we welcome and encourage individuals from all backgrounds to join our team. If you need assistance or accommodation in the application process, please contact GENESYS’s Human Resources Department at [email protected].
